Executive Assistant

Posted 3 days ago

swiftbuildaiSacramento (CA)

Executive Secretaries and Executive Administrative Assistants Custom Computer Programming Services

SENIORITY

Senior

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About the role

Executive Assistant to the Founder Remote · Part-time or Full-time Swiftbuild builds AI-native systems for government and the professionals building communities. Our SwiftGov platform modernizes how local governments operate, from permit and plan review to land development code optimization, positioning our partners to lead as AI reshapes public service.

The role: We are hiring an Executive Assistant to support our founder across operational, administrative, and business support work. This is not a role for someone looking for a predictable task list. The work is varied, the pace is fast, and priorities shift as the business grows. It suits someone who wants a challenge, works well without close supervision, and wants to be part of a small, mission-driven team of A players building something that matters. For the right person, this is an unusual opportunity to work directly alongside a founder at an early-stage company scaling quickly in a market that is changing fast. The role can grow substantially in both hours and scope.

Responsibilities:

Coordinate scheduling across clients, vendors, partners, and government stakeholders, often involving multiple parties and shifting calendars
Track deadlines and deliverables across proposals, contracts, and active projects, and make sure nothing slips
Assemble and format materials for proposals, presentations, and client deliverables
Prepare briefing materials ahead of meetings and track action items afterward
Chase documents, signatures, and answers from internal and external parties, and follow through until they arrive
Maintain organized records of contracts, agreements, and business documentation
Manage vendor accounts, subscriptions, renewals, and related administrative work
Support recurring technical and administrative tasks across the software tools the company runs onConduct research and compile findings on prospects, competitors, vendors, and other business questions
Support hiring and onboarding logistics as the team grows
Coordinate travel, conference, and event logistics
Handle confidential business materials with care and discretion
Take on whatever else comes up that does not specifically require the founder

Requirements:

Experience supporting a founder or executive, preferably at a startup or fast-growing company
Demonstrated experience handling sensitive and confidential business information
Technically comfortable. You should be able to learn a new software tool quickly and follow a technical process accurately without step-by-step supervision

Fluent with AI tools like Claude and ChatGPT, and enthusiastic about continuing to get better with them. We build AI and related technology and services, and we use these tools daily. We are looking for someone who uses them with judgment to genuinely increase output, not someone who forwards along whatever the model produced Excellent written communication Comfortable in Google Workspace, Outlook, Slack, and AsanaAble to track many open threads at once without reminders Sound judgment about what to escalate and what to handle independently Reliable. What you take on gets done Professional references required Helpful but not required Exposure to government, public sector, or B2B software Experience at a company working with regulated or public sector clients DetailsRemote, with meaningful overlap with US Eastern hours required. Open to part-time or full-time depending on the candidate. Occasional travel may be required for conferences, client meetings, or team events. Swiftbuild.ai is an equal opportunity employer.

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